How do I Audit Staff Action Plan notes

It is important that a Staff Action Plan is complete and is filled out properly in order for you to be able to bill for your services. Once an action is completed and notes have been entered, Staff Action Plans should be reviewed and audited... and corrected before they are sent for billing.

The Staff Action - Data Log indicates if an audit required or not.

• To audit a Staff Actions and Supports, open the Staff Action - Data Log screen.
• Located the Client and the specific POMS Goal you wish to audit the actions and supports for.
• Click the Audit icon.

• A new window will open displaying the Staff Support and associated notes.
• Review the notes and either Approve the notes as entered (click on the Approve button), Require some kind of Action or Update and send a comment back to the staff member of the action that needs to be made (click on the Action Required button), Email the staff member for clarification (click on the Message Performed By button), or Reset an existing Audit Status for that particular entered note (click on the Reset button).

Approve

When you click on Approve, a window will open asking you to confirm your approval of the Audit. Click OK. The Staff Action Data Log will reflect that audit has been completed by adding a green background to a Completed status:

Action Required (i.e., Require an Update)

Clicking on Action Required will pop-up a window where you can inform the Staff Member what changes or updates are needed to the Support or Action Notes.

Click Confirm to send the notes back to that individual. (You also have an option to send your message to the Staff Action Plan Owner via email.) The Staff Action Data Log will reflect that you have sent that message back to the Staff Member by adding a red background to an Action Required status:

It will also add an Edit icon next to that status so that the notes can be edited by the Staff Member.

As soon as new notes are entered and saved, the Staff Action Data Log will reflect that the notes have been updated by adding a blue background to a Ready for Re-Review status:

The auditor can than click on the Audit icon to open the notes, re-review them, and if OK, can click on the Approve button.

Reset

After setting an audit status, the auditor might feel they want to think of things further. In that case, they can click the Reset button to return the notes to a Pending status and come back to them at a later time.

Message Performed By

There may be times when the audit needs to get some clarification before completing their audit. For that situation, the auditor can email the Stff Member who completed the action and entered the notes, by clicking the Message Performed By button. Clicking on that button will open a word processor that will allow the auditor to email that individual. Replies to the email will be sent back to the auditor.

Privileges

In order to Audit Staff Action Notes, users must have the appropriate Privileges, AND the action must not have already been billed.

To audit the notes, two Functional Privileges have been added to the Account Role:

The way the audits work is, when viewing a logged action details:

**If the note has already been audited ... **

Show the note only if the user is the performer of action or has the appropriate privilege to 'view other audits' or is an auditor.

**If the note has not already been audited... **

Show the editable note field if the user is an auditor or has the privilege to "audit all" And the action is not yet billed.

NOTE: A user can never audit his/her own entry.